Records & Archives

Background

Records & Archives is a program of the Board of Governors of Exhibition Place (an agency of the City of Toronto). Originally founded in 1964, Records & Archives acquires and preserves the records of the Board of Governors of Exhibition, as well as the records of the Canadian National Exhibition, the Canadian International Air Show, and the Warriors’ Day Parade Council.

Apart from official records (textual, photographic, film, audio recordings, printed material) produced by the above mentioned bodies, Records & Archives also acquires and preserves private papers and artefacts that serve to illustrate the history of Exhibition Place and events that have taken place on the grounds. Material held by Records & Archives date from the founding of the CNE in 1879 to the present.

Records & Archives is open by appointment only between Monday and Friday from 8:30 am until 4 pm. To make an appointment, or for general inquiries, please call 416-263-3676, or email JEdwards@explace.on.ca. Please give at least 24 hours notice before the requested appointment time.

Records & Archives is located in the General Services Building, 100 Princes’ Boulevard, Suite 1. For those arriving by TTC, there is a stop for the 511 and 509 streetcars directly in front of the General Services Building. If arriving by car, there is visitors’ parking available at the General Services Building. Please remember to call ahead and book an appointment before visiting.

Search the records and archives database

Records & Archives is a program of the Board of Governors of Exhibition Place (an agency of the City of Toronto). Originally founded in 1964, Records & Archives acquires and preserves the records of the Board of Governors of Exhibition, as well as the records of the Canadian National Exhibition, the Canadian International Air Show, and the Warriors’ Day Parade Council.

SEARCH THE RECORDS AND ARCHIVES DATABASE

Archival holdings

The following is a very brief summary of the types and extent of records and collections held by Records & Archives. For more detailed information, please contact Records & Archives, 416 263 3676 or JEdwards@explace.on.ca.

Textual Records

Extent: c. 1000 cubic feet,
Outside Dates: 1879-present

The textual holdings of Records & Archives includes all records created by the Board of Governors of Exhibition Place,…

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Photographs

Extent: c. 10,000 items,
Outside Dates: 1890s-1993

The bulk of the photograph collection is made up of black-and-white prints and negatives that document the history, development and growth of Exhibition Place.

Posters

Extent: 37 posters and preliminary designs
Outside Dates: 1962-c. 2011

Included here are promotional posters created by and for Exhibition Place and events taking place on the grounds.

Architectural Plans

Extent: c. 500 items,
Outside Dates: 1904-1987

Records & Archives holds the original architectural plans for many buildings no longer in existence as well as plans for the construction and renovation/alteration of existing buildings.

Works of Art

Extent: 81 items,
Outside Dates: c. 1891-2007

This collection includes works of art, such as paintings and sculptures which are owned by the Board of Governors of Exhibition Place and administered by Records & Archives.

Artifacts

Extent: c. 500 items,
Outside Dates: c. 1880s-2012

The collection of artifacts includes a wide range of objects such as trophies, medals, prize ribbons, banners, souvenirs, coins, etc.

Library

Extent: c. 90 books and periodicals,
Outside Dates: 1856-2017

The library contains books and periodicals dealing primarily with art, history and archival science. The resources in the Library are used for general reference and/or in conjunction with studying and understanding original corporate records.

Textual Records

Extent: c. 1000 cubic feet,
Outside Dates: 1879-present

The textual holdings of Records & Archives includes all records created by the Board of Governors of Exhibition Place,…

Read More

Photographs

Extent: c. 10,000 items,
Outside Dates: 1890s-1993

The bulk of the photograph collection is made up of black-and-white prints and negatives that document the history, development and growth of Exhibition Place.

Posters

Extent: 37 posters and preliminary designs
Outside Dates: 1962-c. 2011

Included here are promotional posters created by and for Exhibition Place and events taking place on the grounds.

Architectural Plans

Extent: c. 500 items,
Outside Dates: 1904-1987

Records & Archives holds the original architectural plans for many buildings no longer in existence as well as plans for the construction and renovation/alteration of existing buildings.

Works of Art

Extent: 81 items,
Outside Dates: c. 1891-2007

This collection includes works of art, such as paintings and sculptures which are owned by the Board of Governors of Exhibition Place and administered by Records & Archives.

Artifacts

Extent: c. 500 items,
Outside Dates: c. 1880s-2012

The collection of artifacts includes a wide range of objects such as trophies, medals, prize ribbons, banners, souvenirs, coins, etc.

Library

Extent: c. 90 books and periodicals,
Outside Dates: 1856-2017

The library contains books and periodicals dealing primarily with art, history and archival science. The resources in the Library are used for general reference and/or in conjunction with studying and understanding original corporate records.

Reading room

Upon arrival, researchers will be registered. The information gathered at this time is used to administer the Reading Room and to compile statistics for Records & Archives.

  • Use of Archival Materials

    Coats, briefcases and bags must be left with Records & Archives staff for the duration of each visit. No smoking, eating or drinking is permitted in the Reading Room.

    Staff will retrieve all material for the researcher. Researchers must handle all records carefully and must not mark, tear, fold, or otherwise damage the records in any way. Any damage found in material issued should be reported to staff immediately. Cotton gloves are also available for use when handling photographs or fragile records identified by staff.

    Use only one file at a time to avoid misplacing or re-arranging the order of archival material.

    Only pencils are allowed for use in the Reading Room. Pens, felt-tip markers, highlighters, and correction fluid contain substances that can cause damage to records.

    Researchers must return materials to staff once they have finished using them (do not refile material).

    No research material is to leave the Reading Room except with the permission of Records & Archives staff.

  • Restrictions

    Access to some material held by Records & Archives is restricted due to donor request, conservation considerations or the Freedom of Information and Protection of Personal Privacy Act (FOI). The Archives staff will inform researchers of any restrictions. Access to some unprocessed records may be restricted (see Copyright and Other Restrictions).

  • Reproductions and Copyright Restrictions

    Photocopying will be carried out by Records & Archives staff. Do not fold or mark pages to be copied. Staff will provide acid-free page markers for the use of researchers. Copyright restrictions may apply (see Copyright and Other Restrictions and Fee Schedule).

    Photographic reproductions will be arranged by Records & Archives staff. The researcher is responsible for the cost of any reproduction. Copyright restrictions may apply (see Copyright, Other Restrictions, and Fee Schedule for details). Restricted material cannot normally be reproduced. Researchers may take photographs of archival material free of charge.

  • Research Privileges Revoked

    Researchers who fail to comply with the above regulations may be asked to leave the premises and may have their research privileges revoked.

Research services

Know what to do before you contact records and archives.

Independently Research

Be sure to do as much research as possible on your topic through secondary sources (books and journals) before contacting Records & Archives. Know your subject well or as well as possible.

Define Your Needs

Before you telephone, write or email Records & Archives, define your needs as clearly as possible: what information are you looking for, time period, what format or type of record you are looking for (e.g. only photos), how extensive do you expect your research project to be (personal interest, thesis), deadlines, if any.

Make an Appointment

Make an appointment to visit Records & Archives or make arrangements to have staff provide you with the information sought.

Get Free Staff Support

Researchers are welcomed to use finding aids available in Records & Archives at no charge. Staff will assist researchers for up to thirty (30) minutes in identifying relevant records. At no charge, staff will undertake thirty (30) minutes of research in responding to requests received by mail, email, fax or telephone.

Extensive Expert Services Available

Beyond the first half-hour, staff will conduct expert searches based on their knowledge of the records and electronic finding aids for a fee. Upon request, Records & Archives staff will also provide researchers with the names of professional researchers who, for a fee, will assist in more extensive searches.

 

Fee schedule, records and archives unit

Please Note: All services provided by Records & Archives are subject to HST.

  • Photocopies

    Letter, legal and ledger size = $0.20 per page
    Large format (maps and plans) = Cost per square foot determined by Capital Works Department, Exhibition Place.

  • Photographic Reproductions

    Photo reproductions are carried out by independent photo labs or photo conservators. Copies of price lists are available upon request.
    Records & Archives does not charge an additional fee for reproduction of photographs made for research purposes. However, copies made for the purpose of publication are subject to a fee of $25.00 per image. Researchers must also obtain the permission of the Manager, Records & Archives, prior to publication.

    In instances where an inter-negative must be created from a print before a reproduction can be made, the researcher is responsible for the cost of the inter-negative. The inter-negative remains the property of Records & Archives.

    Researchers assume all responsibility for determining ownership of copyright prior to the use of archival records for commercial purposes. Records & Archives' staff can provide guidance in this area, but the Board of Governors of Exhibition Place will not assume any liability associated with the use of these records.

  • Scanning Services

    Scanning services are carried out by Records & Archives staff. The cost to scan 1 image is $5.00. A fee of $20.00 per CD will be charged to have scanned images burned onto a CD.

    Scanned copies made for the purpose of publication are subject to a fee of $25.00 per image. Researchers must obtain the permission of the Manager, Records & Archives, prior to publication.

  • Research Services

    Researchers are welcome to use finding aids available in Records & Archives to identify records relevant to their inquiries. At no charge, staff will assist researchers for up to thirty (30) minutes in identifying relevant records.

    At no charge, staff will also undertake thirty (30) minutes of research in responding to requests received by mail, email or telephone.

    Beyond the first half-hour, Records & Archives staff will conduct expert searches based on their knowledge of the records and electronic finding aids for a fee of $60.00 per hour (with a minimum charge of $15.00).

    Upon request, staff will also provide researchers with the names of professionals who, for a fee, will assist in more extensive searchers or undertake original research. Such professionals work independently and are not staff members of Records & Archives. All arrangements, including fees, are between the person making the inquiry and the professional researcher.

  • Postage and Handling Fees

    Cost of reproduction services:
    $5 - $50.00
    $50.00 – $100.00
    $100.00 +
    Postage and Handling Fee:
    $5.00
    $6.00
    $8.50
     
    Requests for courier service will be at the expense of the customer. The customer must make all courier arrangements.

  • Payment Policy

    Payment may be made in cash, by personal cheque or money order (made payable to the Board of Governors of Exhibition Place), or by Visa or MasterCard.

    Customers will be called or notified by mail when their copies are ready. Orders being picked up must be paid for in full at time of pickup. Payments processed by credit card and subsequently declined by the cardholder will be invoiced to the customer.

    Orders to be mailed or sent by courier must be prepaid. An invoice will be mailed upon completion of reprographic services and the order mailed to the customer upon receipt of payment in full.

    Invoices are due upon receipt. A second notice will be sent out 30 days after invoice date if still unpaid. The account will be placed in collection if payment is not received 30 days after second notice has been issued.

    Questions regarding the fee schedule should be directed to:

    Records & Archives
    100 Princes' Blvd., Suite 1
    Exhibition Place
    Toronto, ON
    M6K 3C3
    Tel: 416-263-3676
    Fax: 416-263-3591
    Email: JEdwards@explace.on.ca

    Please note that this fee schedule does not apply to services carried out as part of an access request made under the Municipal Freedom of Information and Protection of Privacy Act. Fees charged in processing an access request are set by provincial legislation. A copy of the fee schedule pertaining to requests made under the Municipal Freedom of Information and Protection of Privacy Act is available on request.

Copyright

Photocopies or photographic reproductions are made for research and private study purposes. Information about any request for copies made for research and private study may be made available to the copyright owner or his/her authorized representative.

Any use of a copy for a purpose other than research or private study may require the authorization of the copyright owner of the work in question.

Responsibility regarding questions of copyright that may arise in the use of a copy is assumed by the recipient.

Upon request, Records & Archives will endeavor to provide recipients with the copyright status of material in its holdings as well as the name of the person or organization holding copyright, when this information is known.

Restrictions

Learn more about donor restriction, conservation restrictions and restrictions on unprocessed records and how these might apply to you.

Donor restrictions

Access to some material held by Records & Archives is restricted due to donor request. In some cases, restrictions can be waived with donor agreement. The researcher is responsible for drafting a letter to the donor (or the heir of the donor’s estate) explaining why access to restricted material is being sought. Records & Archives will act as liaison in this process.

Conservation restrictions

Conservation considerations may result in restricted access to archival documents. For instance, some early documents are too fragile to handle and some types of film cannot be viewed on a projector without causing damage.

Restrictions on unprocessed records

Access to some unprocessed records may be restricted until a proper inventory can be completed and physical and intellectual control established over the records.

Municipal Freedom of Information & Protection of Privacy Act

Staff will inform researchers of any restrictions pertaining to the Municipal Freedom of Information & Protection of Privacy Act.